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HomeMy WebLinkAboutC09-480 Emergency Preparedness and Response Program Amend 1.~ HEALTH & HUMAN SERVICES (970)328-8840 FAX; (970)328-8829 www.eaglecounty.us Adult Services Child Support Services Early Childhood Services Public Assistance Public Health Volunteer Services Youth & Family Services Emergency Preparedness and Response Division (EPRD) Public Health and Social Services Emergency Fund Public Health Emergency Response (PHER) H1N1 Phase II and Phase III 2009-2010 Scope of Work Eagle County Public Health Agency Parties: Colorado Department of Public Health & Environment, Emergency Preparedness Division ("CDPHE") and Eagle County Public Health Agency ("Contractor") Contract Term: September 28, 2009 -July 30, 2010 Scope of Work (continent upon CDPHE funding award to Contractor) -all deliverables to be completed by July 30, 2010: 1. Review any H 1 N I After Action Report (AAR) conducted by their jurisdiction prior to finalizing their gap analysis. Address gaps in capabilities for mass vaccination implementation and support activities related to implementation of mass vaccination campaign. 2. Address vaccination administration and enhance the capabilities of private sector to • administer vaccine. 3. Other activities may include, but not limited to: a) Administering vaccine at the public health-organized clinics or other venues and point- of-dispensing (POD) sites b) Entering in agreement with vaccinations and others mass vaccinations c) Identifying, engaging, and enrolling private-sector partners for potential vaccine administration d) Implementing a public health Incident Command System (ICS) e) Supporting logistical and administrative costs associated with vaccine administration sites f) Maintaining cold-chain capacity when needed g) Assuring vaccine safety monitoring and reporting h) Tracking vaccine and vaccine ancillary supplies i) Monitoring and reporting of vaccine doses administered j) Implementing the vaccine communication strategy outlined in the PHER Phase 11 guidance k) Implementing communication strategies to reach the public l) Dispensing/distributing antiviral drugs m) Implementing community mitigation activities/measures Old Courthouse Building, 551 Broadway, P.O. Box 660, Eagle, Colorado 81631-0660 n) Identifying medically vulnerable populations and providing access to vaccinations o) Assuring adequate security at central receiving sites and/or vaccine administration sites p) Developing information technology (IT) infrastructure for tracking H 1 N 1 personnel, contracts, inventory, grant funding and other expenses q) Space rental, refrigeration, and transportation expenses related to distribution of vaccine from central receiving sites to vaccine administration sites r) Assuring appropriate accounting and fiscal oversight s) Purchasing of personal protective equipment (PPE) for the public sector mass vaccination workforce, fit testing costs, and maintenance of a respiratory protection program for public and health care sector workforce t) Ensuring surge capability within a public health emergency operations center (EOC) u) Assuring medical/public health surge capability through mobilization of a volunteer workforce v) Registering and credentialing of volunteers w) Assuring interoperable communication systems Phase II funds can also be used for mass vaccine campaign implementation and not just planning activities Phase I11 funds are for mass vaccination campaign implementation Contract Objective: Contractor understands and agrees that no amount of funding made available pursuant to this contractual agreement can be used for any work or project other than that specified in this Scope of Work. Contractor further understands that Contractor is not to include any work not related to the Scope of Work on any reimbursement statements to the State. If Contractor mistakenly includes any unrelated work on an reimbursement statement submitted pursuant to this contractual agreement, then Contractor hereby agrees to return this amount of money to the State immediately upon becoming or being made aware. Contractor shall ensure that all service related expenses will be completed and all goods related expenses committed by July 30, 2010. Contractor shall comply with all applicable Office of Management and Budget (OMB) circulars and shall be subject to performance and financial site visits as requested by the Colorado Department of Public Health and Environment (CDPHE). Contractor shall provide status information periodically as requested by CDPHE and/or the Centers for Disease Control (CDC). The Contractor shall maintain a complete file of all records, documents, communications, and other materials that pertain to the operation of the activities under this contractual agreement. Such files shall be sufficient to properly reflect all direct and indirect costs of labor, materials, equipment, supplies and services, and other costs of whatever nature for which a reimbursement was made. These records shall be maintained according to generally accepted accounting principles and shall be easily separable from other Contractor records. Contactor's auditor shall perform audits in accordance with the requirements of the OMB Circulars A-87 (Cost Principles for State, Local, and Tribal Governments), A-122 (Cost Principles for Non-Profit Organizations) and A-133 (Audits of States, Local Governments, and Non-Profit Organizations), as applicable. Contractor shall ensure that reimbursement requests are not duplicated under any other Public Health Emergency Preparedness funding or utilized to supplant non-related activities or programs. Contractor shall ensure appropriate distribution of costs in direct relation to the activities performed. Unallowable Costs: • Reimbursement of pre-award costs is not allowed • Funds may not be used for research • Funds under this program can not be used to purchase vehicles of any kind • Funds may not be used to purchase incentive items • Funds may not be used for construction • Funds may not be used for antivirals • Funds may not be used for seasonal vaccine • Funds may not be used for pneumococal vaccine • Funds may not be used for Epidemiology, Surveillance or Laboratory activities and costs (Focus Area 2) Supplantation: Cooperative agreement funds cannot supplant any current state or local expenditures. Supplantation refers to the replacement ofnon-federal funds with federal fund intended to support the same activities. The Public Health Service Act, Title 1, Section 319 (c) specifically States: "SUPPLEMENT NOT SUPPLANT. Funds appropriated under this section shall be used to supplement and not supplant other federal, state, and local public funds provided for activities under this section." Therefore, the law strictly and expressly prohibits supplantation. Budget Line Definitions Personnel: Contractor shall dedicate the necessary funds to support salary and fringe for any staff member devoting time and effort towards the accomplishment of any activities identified under this Scope of Work. Equipment: Contractor shall dedicate the necessary funds to purchase equipment, as well as maintain the working order of any existing equipment, required to meet any activity identified under this Scope of Work. This shall include, but is not limited to, personal and portable computers, communication radios, cellular telephones, facsimile machines, laboratory equipment, training equipment, public information kits, etc. Travel: Contractor shall dedicate the necessary funds to support travel related costs to ensure accomplishment of activities identified under this Scope of Work. This shall include, but is not limited to, regional planning meetings, local partner planning meetings, attendance at training sessions, conferences, agency representation at the Emergency Preparedness and Response conference calls and annual strategic planning meetings. OperatinE and Supplies: Contractor shall dedicate the necessary funds for operating and supply costs directly associated with any activities identified under this Scope of Work. This shall include, but is not limited to, high-speed Internet connections, notification systems, telephone and communication systems, office supplies, copying, printing, postage, room rental, software purchase and upgrades, etc. Indirect: An agency's current allowable Indirect Rate with the Colorado Department of Public Health and Environment is 10.0% of Direct Salaries & Wages, Including Fringe Benefits. If during the current term of this contract the agency-established rate changes with CDPHE, and the agency has an approved and executed rate, the rate may change, and the new indirect rate can be used for the remainder of the current year /contract period. The new Indirect Rate will not be retroactive from the starting date of the agency contract. Reduction of Funds: If Contractor indicates full expenditure of EPRD funds in March of each grant year and the full expenditure does not occur, CDPHE EPRD has the option to reduce current or upcoming contractual agreements by said amount. The State will notify the Contractor of the potential need to decrease the current or upcoming budget. If Contractor indicates at a later date than March of each grant year an expectation of surplus of funds or inability to fully expend said funds for an unforeseen circumstances that contractor had not anticipated in March, CDPHE EPRD will reallocate unspent funds without any penalties to the Contractor. Upon receipt of timely written notice of an objection by the State for inability to fully expend funds, the Contractor shall have a reasonable period of time, not to exceed ten (10) calendar days to respond to the action. If no dispute is received by the State within ten (10) calendar days, the State has the option to reduce the current budget for the current year and any upcoming budget for future contractual agreements. Invoicing Procedures: Contractor shall establish a process to track all obligations and expenditures related to this contractual agreement separately from other funds awarded through the Public Health Preparedness and Response Cooperative Agreement. All HIN1 funds need to be tracked separately and submitted for payment on separate invoices for each Phase. To receive compensation under this Contract, the Contractor shall submit a signed monthly EPRD Invoice/Cost Reimbursement Statement. A sample Invoice/Cost Reimbursement Statement is attached hereto as "Attachment A-1" and incorporated herein by this reference. An Invoice/Cost Reimbursement Statement must be submitted within thirty (30) calendar days of the end of the billing period for which services were rendered. Expenditures shall be in accordance with the Statement of Work. These items may include, but are not limited to, the Contractor's salaries, fringe benefits, supplies, travel, operating, indirect costs which are allowable, and other allocable expenses related to its performance under this Contract. The State has the option to reduce the budget and the scope of work if the Contractor fails to submit monthly invoice/cost reimbursement statements within ten (10) calendar days. The monthly billing performance shall also be used as a basis for calculating the Contractor's future funding levels, if any. The State will notify the Contractor of the potential need to decrease the budget and scope of work. The Contractor may supply the monthly invoice, back-up documentation and request a re-determination, which shall take place within ten (10) calendar days of the receipt of a written request. if no invoice is received by CDPHE within ten (10) calendar days, the State will take action and modify the contract to reduce the budget and scope of work. To be considered for payment, billings for payments pursuant to this Contract must be received within a reasonable time after the period for which payment is requested; but in no event no later than thirty (30) calendar days after the relevant performance period has passed. Final billings under this Contract must be received by the State within a reasonable time after the expiration or termination of this Contract; but in no event no later than thirty (30) calendar days from the effective expiration or termination date of this Contract. Each Reimbursement Statement shall be sent to the attention of: EPRD Fiscal Staff Emergency Preparedness and Response Division Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South, EPRD -A-S Denver, CO 80246 Or Fax To: 303-691-7811 Contract Bud!?et: H1N1 Phase II $36,036 H1N1 Phase III $121,558 Total Phase II and III $157,594 All expenditures for the above two phases need to be on separate invoices and tracked separately by phase and cannot be combined with other 1 agree to the terms of this Scope of Work and accept the activities as identified under the Contract Work Plan. /understand that this Scope of Work is not an official notification of a funding award or promise of future funding. I also understand that I am not authorized to begin performance until I receive official notification from the CDPHE Purclzasing Department as evidenced by a signed Purchase Order. If performance begins prior to receiving a signed Purchase Order, the State of Colorado may not be obligated to pay for the goods and/or services provided Date Authorized Signature of Contractor Attachment A-1 To: Colorado Dept. of Public Health & Environment Address: 4300 Cherry Creek Drive South, A-5 Denver, CO 80246 Attn: GPRD Fiscal Staff Fax: (303) 691-781 1 Program: EmcrLCncy Preparedness and Rcsuonse Division From: Address: Contact: Phone: Date of Expenditure: From: To: Invoice #: Contract/PO: Final Invoice: Yes No FEIN: Descri tion of Ex enditure Reimbursement Name of Employee Title Hours or % AmOUrit Personnel: Salary & Fringe Personnel Related Expens es Sub-Total: $0.00 Equipment: Equipment Related Expenses Sub-Tota $0.00 Travel/Training: Travel Related Expenses Sub-Total $0.00 Operating/Supplies: Operating/Supplies Related Expenses Sub-Total $0.00 Indirect: Indirect Total: $0.00 TOTAL REQUESTED REIMBURSEMENT AMOUNT: $0.00 I/We affirm the claimed expenses comply with the budget provisions of the contract and are reasonable and necessary, that all relevant progress and other reports have been timely filed, and all contract milestones and/or tasks related to the billing period have been achieved. Contractor Signature: Date: FOR CDPHE APPROVAL ONLY I affirm that [ or my staff have reviewed the contractor's invoice and supporting documentation (as required, progress reports and other communications with the contractor, and believe to the best of my knowledge, that the contractor is in compliance with all contract provisions. CDPHE Contractor Monitor: Date: I certify that the claimed expenses have been reviewed by me for compliance with requirements of funding source and State of Colorado's Fiscal Rules, and are charged to the appropriate funding source. CDPHE Fiscal Officer/Delegate: Data: Page 1 of 3 Attachment A-1 Emergency Preparedness and Response Division 2009 - 2010 Reimbursement Requirements EXAMPLES OF REQUIRED EXPENDITURE DESCRIPTIONS REQUIRED AGENCY RECORDS TO BE INCLUDED ON ALL REIMBURSEMENT STATEMENTS FOR SITE VISIT VERIFICATION PERSONNEL ~ Breakout of actual amounts for salary, fringe benefits and indirect rates John Doe, EPR Planner, SOW Reference, 100% of FTE, $5,000.00 Documentation of EPR activities and EPR Admin Support, SOW Reference, 15 Hours, Jane Black projects for employees and time periods , $1,000.00 listed on invoice y Activities must be directly related to EPR Fringe $1,236.00 y All of above information is needed even if • Invoice for actual time spent on EPR grant personnel time is contracted out • Include Name, Title, SOW Reference and Percent of FTE or Hours Worked EQUIPMENT -LIST ALL EQUIPMENT OVER $500.00 - Original receipts 2 Computers $5,000.00 y Actual equipment being used appropriately to 2 Pagers $1,000.00 accomplish EPR activities 3 800 MHz Radios $3,500.00 i- Documented check-out system if equipment 1 Fax Machine $500.00 is loaned out to other programs to track and verify location and availability of all equipment purchased with EPR funds TRAVEL/TRAINING - Signed mileage expense forms with itemized list of travel related expenses for Jane Dough, NIMS Training $1,000.00 each traveler (including applicable receipts John Smith, NDMS Conference $500.00 for hotel, parking, per diem etc.) Meeting/conference (purpose for travel) • List each employee who traveled separate documentation, i.e. registration confirmation, meeting minutes/attendance list etc. OPERATING/SUPPLIES Original Receipts Copies $100.00 - Actual existence of supplies Office supplies $23.46 Postage $10.34 y Documentation of operating expenses Telephone service (Cell and Main Line) $200.00 (phone records, rental agreements, etc.) Rent $300.00 v Documented formula for expenses that are Equipment Maintenance $250.00 billed against multiple grants or programs AV Equipment Rental $40.00 Task based funding for online course $1,000.00 • Itemize by type of expense (i.e. copies, office supplies) • A copy of the receipt for any single item with a value of $1,000 or greater must be submitted with the invoice Page 2 of 3 Attachment A-1 Emergency Preparedness and Response Division 2009 - 2010 LPHA Reimbursement Requirements EXAA1PLES OF REQUIRED EXPENDITURE DESCRIPTIONS TO BE INCLUDED ON ALL REI~'1BURSEMENT STATEMENTS INDIRECT ^ LPHA Approved Indirect Rate 10% of Direct Salaries & Wages $1,243.00 ^ List approved percentage, or requested percentage if less ^ Indirect costs that exceed the approved contractual amount will not be reimbursed ^ Approved indirect rates are effect for the entire term of the contractual agreement • Per Capita is not an allowable category for expense reimbursement. REQUIRED AGENCY RECORDS FOR SITE VISIT VERIFICATION ~ Documentation of approved % of indirect v Specific documentation may be required and will be identited on an individual basis • All expenses must be directly related to specific Emergency Preparedness and Response Division activities as identified in the Scope of Work. • Contractor shall be paid on a cost reimbursement basis only. • All expenses must be invoiced under the appropriate budget categories of Personal Services, Equipment, Travel, Operating/Supplies or Indirect and in accordance with the above criteria. • Cooperative agreement funds under this program may not be used to purchase vehicles or supplant any current state or local expenditures. Supplantation means using Federal funds to replace local funds. T'he Public Health Service Act, title I, Section 319 (c) specifically state: SUPPLEMENT NOT SUPPLANT. Funds appropriated under this section shall be used to supplement and not supplant other Federal, State, and local public funds provided for activities under this section. Therefore, the law strictly and expressly prohibits supplanting. • Colorado Department of Public Health & Environment, Emergency Preparedness and Response Division may request additional back up information including copies of receipts on any item at any time. • All Expenses must be encumbered by the grant end date, and all invoices must be submitted no later than 30 days after the grant end date. Page 3 of 3